Create a room booking
To book a room, go to Locations > Rooms > select the date and timeslot you need in the rooms' calendar.
To view the description and properties of the specific room, click the ⓘ button next to the desired room's name. To open the room's weekly booking calendar, click on its title or photo.
To create a booking, complete the form with the following details:
Title — the name of the booking. Control the visibility of the title on the Account page.
Time — booking is possible according to the booking rules (minimum time, maximum time).
Booker — user for whom the booking should be made. This feature is exclusive to administrators and company managers, who have the authority to create bookings on behalf of company members when needed.
Company managers can make room bookings for other company members either with company credits or a company invoice.
Invitees — users who attend the booking alongside a booker. Members can select booking invitees in two cases:
If they belong to a company, they can select invitees from their fellow company members.
If the Community is set to be visible to members, members can select invitees among other members of this location.
Memo — a private note visible only to a booker and administrators.
Promo code or coupon — allows a user to redeem a discount on the room booking if they qualify for any discounts.
Payment. Understand payment methods. The total price for a booking will be calculated based on the price tiers added for this room, factoring in any applicable discount from the user's subscription or entered promo code.
Once a room booking is made, users can add it to their Google Calendar or Microsoft 365 Outlook for Business.
On the member mobile app, the Add to calendar button opens the default calendar on the user's device.
If you offer long-term rentals (weekly, monthly, etc.) of this room, you can link the relevant plans to subscribe directly to it.
View room bookings
Users can see their room bookings on the Account > Bookings page.
Users can also find their bookings on the calendar on the Rooms page.
Upcoming bookings appear for them as a reminder on the banner on the Locations page.
Users receive notifications-reminders before the booking starts and ends. Understand users' notifications
Invitees view bookings on the widget and receive notifications when the booking is created and about to end.
Manage a room booking
To manage a room booking, users follow these steps:
Open the booking > press
Editto make changes.Press
Cancelto cancel a booking.Press
Add to calendarto add the booking to your Google Calendar.
The following changes to the room bookings are allowed:
Booking change | Payment gateway | Credits |
Title, invitees, memo | Editable before, during, and after the booking. | Editable before, during, and after the booking. |
Date and start time | Editable up to a certain time before the booking starts, per room rescheduling policy.
Adjusting the start time automatically updates the end time to maintain the initial duration. | Editable up to a certain time before the booking starts with additional credits charged or refunded per room rescheduling policy. |
End time | Non-editable. | Editable before and during the booking with additional credits charged or refunded per room rescheduling policy. |
Users can’t change the duration of a room booking made online with card or bank account. To extend the booking, they should create a booking for a new time slot.
If the booking was made with personal or company invoice, users can change the duration of their booking per room rescheduling policy. The invoice will be updated automatically to reflect the changes.
Subscribe for a room
FAQ
Why are some booking titles/bookers' names not visible?
Why are some booking titles/bookers' names not visible?
The visibility of users’ names and booking titles depends on each user's privacy settings. The highest visibility level is “Administrators”, so administrators can always see users’ names and titles on bookings. Meanwhile, members and nonmembers cannot see each other’s personal data on the bookings unless bookers select the relevant personal data visibility in their account privacy settings (e.g., “Company members,” “Location members,” etc.).
What booking confirmation email do users receive, and how can I customize it?
What booking confirmation email do users receive, and how can I customize it?
For bookings paid online with money via a payment gateway, customers automatically receive a payment confirmation email that includes a receipt and booking details, too.
If you’d like to send confirmation emails for bookings paid in other ways, or customize the email content, you can set up custom automated emails using our Zapier integration. Follow this guide to learn how.
How can I check who canceled the user's booking?
How can I check who canceled the user's booking?
There may be times when you need to know who canceled a user’s booking—whether it was the user themselves or an administrator. To quickly find this information, you have two options:
Check the cancellation notification on the Notifications page. Make sure you have these notifications enabled to see the details.
Go to Customers > user profile > Bookings, find the canceled booking, and you’ll be able to see who canceled it.
Why does the message "There is no payment method to make a reservation" appear?
Why does the message "There is no payment method to make a reservation" appear?
Users will see the "There is no payment method to make a reservation" message under the Payment section if your location doesn't have a payment gateway connected. To fix this:
Firstly, ensure you have a payment gateway connected to your location.
If you already have Stripe connected but users still see this message, please go to Integrations > Stripe page and check the switches in the "Payments" section to ensure Stripe payments are enabled for the necessary services.
Why does a customer's booking have a lower price?
Why does a customer's booking have a lower price?
If a booking appears with a lower price, it's likely due to a discount being applied. To check it:
Click on the booking > click on the "Payment" section in it.
Look for the "Discount" or "Promo code" field. This will indicate if a subscription discount or a promo code was applied.
If you see a "Discount" section, it means the user has a discount on this resource or service type through their personal or company subscription. Open their subscription to adjust it, if needed.
If a booking shows a discount but the customer's current subscription doesn't, it means that the discount was active only at the time of booking creation and has since been removed or changed in their subscription.
Keep in mind that subscription-based discounts work cross-location, meaning a user might have a subscription with a discount in any location within your network.